FYBMS, SEM 2

1. FYBMS SEMESTER 2
UNIT 1
PRESENTATION SKILLS
JYOSTNA JAIN
2

2. Prof Jyostna Jain
Principals of effective Presentations

Content Human element Structure

3. Prof Jyostna Jain
Graphics in presentation
Tables
•Select the slide that you want to add a table to.
• On the Insert tab, select Table.
• In the Insert Table dialog box, do one of the following:
Use the mouse to select the number of rows and columns
that you want. ...
• To add text to the table cells, click a cell, and then enter
your text.

4. Prof Jyostna Jain
Bar Graph
On the Insert tab, in the Illustrations group, click Chart.
In the Insert Chart dialog box, click the arrows to scroll
through the chart types. Select the type of chart that you
want and then click OK. ...
Edit the data in Excel 2010. ...
Click the File tab and then click Close

5. Prof Jyostna Jain
line chart
Select the Insert tab.
Click the Insert Chart command in the Illustrations Group.
The Insert Chart dialog box will appear. ...
Select a category from the left pane of the dialog box, and
review the charts that appear in the center. ...
Select the desired chart.

6. Prof Jyostna Jain
Pie chart
Click Insert > Chart > Pie, and then pick the pie chart you
want to add to your slide. ...
In the spreadsheet that appears, replace the placeholder data
with your own information. ...
When you've finished, close the spreadsheet.
Click the chart and then click the icons next to the chart to
add finishing touches:

7. Prof Jyostna Jain
Flow chart
A gallery will appear with an assortment of shapes,
including lines, arrows, and geometric shapes. Click the
shape you want to add, then click and drag on the page to
place it. ...
Continue to add shapes and connect them with lines until
you've created your flowchart.

8. Prof Jyostna Jain
Steps in preparing a Presentation
1. Pre planning
Who will attend your presentation?
What is the anticipated strength of the audience?
What is the purpose of your presentation?
What is the venue for the presentation?
Is a podium necessary?
Is a microphone necessary

9. Prof Jyostna Jain
Step :2 Planning graphic aids
Make sure visuals are visible to everyone
Choice of visuals should be according to the needs of your group
Develop charts,slides,handouts, etc

10. Prof Jyostna Jain
Step 3: Planning an introduction to your presentation
•Start your presentation with a story , an interesting statement or fact,a quotation
•Introduction serves the purpose of the presentation
•It gives an indication of what the audience can hope to achieve at the end of the presentation

11. Prof Jyostna Jain
•Step 4: Drafting outline body of the presentation
•The main purpose of creating an outline is to develop a cohrent plan of what you want to talk about
•You should know your presentation so well,that during the actual presentation you should only have brief glance at
your notes
•This serves to provide your memory with necessary input during actual presentation

12. Prof Jyostna Jain
Step 5: Planning the close of the presentation
Summarize the content covered at the presentation
Give a call to action or provide a memorable statement
Throw the house open for questions
Thank the participants for attending

13. Prof Jyostna Jain
Step 6: Practice the presentation
Practice in front of co-workers , family or friends
Use feedback constructively
Make a videotape or audio tape of your presentation and review it critically
The actual presentation may take longer time than expected,so its crucial to set a time limit for your presentation

14. Prof Jyostna Jain
Presentation using OHP and Transparencies

16. Prof Jyostna Jain
Tips for using an OHP
 Carry out a spell check on your transparencies
 Do not overcrowd your transparencies
 Check for visibility
 Number your transparencies
 Practice using your overhead projector
 Place your overhead projector on a table in such a way that it does not block you or the screen
 Keep spare bulbs handy to prevent the eventuality of your bulb being burnt out

17. Unit 2
GROUP DISCUSSION AND INTERVIEWS

18. Prof Jyostna Jain
Group Discussion
A discussion group is a group of individuals with similar interest who gather either formally or informally
to bring up ideas, solve problems or give comments. The major approaches are in person, via conference call
or website.

19. Prof Jyostna Jain
Important aspects of Group Discussion
• Ability to speak well helps to gain good points in the test.
• Fluency of speech will create a positive impact.
Power of expression
• With sound knowledge and ideas ,candidate feel more
confident and convincing.Ideas and knowledge of the
subject
• Aim of group discussion is to judge the leadership quality of
the candidate
• Everyone must be given a fair chance to present his views
Leadership ability and co-
ordinating capacity

20. Prof Jyostna Jain
Ingredients of Group Discussion
 Purpose : The need to solve a problem or a situation should be identified.
 Planning : The members of the group must be well informed in advance about the problem.
 Participation :Everyone must be given a fair chance to present his views
 Proper atmosphere : There must be informal and healthy environment in group discussion
 Proper number of members : The number may be more than 6 or less than 6 depending upon the nature of
problem
 Proper leadership : The leader must have the skills and competence to initiate group discussion
 Proper place : Place of group discussion depends on the nature of discussion, status of the members, number of
group members
 Proper timings : The timings must be convenient to all the participants
 Proper follow up : To see whether the solution has helped to solve the problem or not

21. Prof Jyostna Jain
Role of Leadership in Group Discussion
 The leader is a group role that is associated with a high-status position and may be formally or informally
recognized by group members. Leadership is a complex of beliefs, communication patterns, and behaviors
that influence the functioning of a group and move a group toward the completion of its task.
Motivates
members
Initiator of
discussion
Maintains decorum
Develops rapport
Time management Co-ordination

22. Prof Jyostna Jain
Interviews
A formal meeting in which one or more persons question, consult, evaluate another person

24. Prof Jyostna Jain
Types of interview
The selection interview: It is a situation in which a personnel selector, through personal contact provides
himself with behaviour to observe - in order to assess the candidate's suitability for a post
Appraisal interview :An appraisal interview is a formal discussion process between an employee and
his/her manager. In appraisal interview, the employer and the employee discuss the performances of the
individual and the key areas of improvement and how the employee can grow through a feedback
mechanism.
The grievance interview : The primary aim of the grievance interview is to seek clarification regarding
the problems faced by employees.it gives opportunity to the employees to speak up about their problems.
Punishment interview : This type of interview is meant for scolding , reprimanding or psychologically
punishing the juniors or subordinates , who do not obey instructions and do not perform their duties
properly.

25. Prof Jyostna Jain
Medical interview : When the post is to be filled,a candidate is sent to the physician,after his selection,for
his medical test,physical check-up and to find out his physical fitness
Under- stress interview: "Stress interviews" are an offbeat way to see how candidates react to unusual
circumstances under pressure.
Promotion interview : Promotion interviews are conducted for an employee who is a candidate for a
higher job position within the company.
Exit interview : An interview held with an employee about to leave an organization, typically in order to
discuss the employee's reasons for leaving and their experience of working for the organization.

29. Prof Jyostna Jain
Meetings
An assembly of people for a particular purpose, especially for formal discussion

30. General
member
meeting
• Reports of committees and sub-committees are presented
• The purpose of this meeting is to keep all members abreast of all the developments in an organization and also
to air their views about these developments
• Conducted at regular intervals
Special
meetings
• These meetings are called expressly for one issue at a time
• These meetings are similar to general member meeting but the agenda for the meeting is limited to the
particular issue for which the meeting is called
• Eg: planning for a sports meet to be conducted.
Executive
meeting
• This type of meeting is conducted on a regular basis
• They discuss the work that has been accomplished
• They enable the analysis of everything
Annual
general
meeting
• This meetings are comducted once in a year
• The current position of the company is discussed
• Things discussed at the AGM are major achievements during the year,problem faced,election of new leaders for the next
year

31. Prof Jyostna Jain
Preparation of a Meeting
Two aspects of preparation
of meeting

32. Prof Jyostna Jain
Making administrative arrangement
Clarify purpose and aims:A clearly stated purpose or aim describes the key decisions that must be made or
actions that must occur at the meeting
Create an agenda:Agendas are like roadmap, blueprints, flight plans, and recipes. An agenda helps focus the
group's work toward achieving desired outcomes. Good agenda items provide focus and structure for a meeting.
Schedule the meeting:It requires identifying key people who must attend and either finding times that work for
them or notifying them of the meeting's time and location. Once an optimal date and time are agreed upon, a
meeting location can be selected
Post and send out agenda:An agenda should be sent to participants ahead of time to help them prepare to
participate.
Circulate supporting information:You should always circulate supporting materials to participants in advance of
the meeting. However, deciding how much information to send in advance can present a challenge
Make room arrangements: Ensure that room arrangements (including refreshments) are made. Room
arrangements can make a big difference in how well a meeting goes or doesn't go. Most important is that
participants can see and hear each other.

33. Prof Jyostna Jain
Preparing for conduct of meeting
•The chair controls the meeting
•All remarks are addressed through the chair
•Members do not interrupt each other
•Members aim to reach a concensus
• A vote is taken if concensus is not reached
•Majority wins the vote
•All members accept majority decision
•All members must arrive on time
•Keep an open mind
•Avoid conflict situations
•Ask questions

34. Prof Jyostna Jain
Advantages of committee meetings
Generation of new ideas
Different perceptions of the ideas made available
Provides common platform to present point of voew
Feeling of involvement and participation
Team spirit is developed
Instant feedback to ideas presented

35. Prof Jyostna Jain
Disadvantages of committee meetings
Delay
Irrelevant discussion
Danger of domination
Poor leadership
Inadequate or large membership
Avoidance of responsibility

36. Prof Jyostna Jain
Notice
The statement that contains the particulars of holding a meeting is known as notice. It is one kind of request
to the members for attending the meeting. The date, time, place and agenda are informed through the notice.
It may be oral or written.

37. A notice (without agenda)
Confidence Cement Limited
32, Motijheel C/A
Dhaka-1000
October 1, 2009
Notice
Notice is hereby given that the second meeting of the Board of
Directors will be held at the registered office of the company at 3.30 p.m. on Friday October
10, 2009.
…………………………
A.F.M. Hasan
Secretary

38. Prof Jyostna Jain
Agenda
Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the
notice of the meeting. Basically agenda is a statement of business or assignment to be discussed in the
meeting on which minutes and decisions are taken thereafter. Agenda should be specific and clear to all
authorized person.

39. A Specimen of Notice With Agenda
Confidence Cement Limited
32, Motijheel C/A
Dhaka-1000
October 1, 2009
Notice
Notice is hereby given that the second meeting of the Board of Directors
will be held at the registered office of the company at 3.30 p.m. on Friday
October 10, 2006
Asif Iqbal
Secretary
Agenda:
1. Confirmation of the minutes of the last meeting.
2. Matters arising from the minutes
3. Financial irregularities of company accountants.
4. Confirmation of the appointment of Auditor.
5. Date of next meeting.

40. Prof Jyostna Jain
Minutes
Minutes is a chronological written statement of resolutions taken in meeting. It is taken on the elaborate
discussion of the agenda. It is a list of motions and resolutions adopted after detailed discussion of persons
attended in the meeting, preserved it for decision making and policy implementation

41. Prof Jyostna Jain
Resolutions
A resolution is the formal means by which decisions are made by a meeting of company members

43. Prof Jyostna Jain
Conference
A conference is a meeting of people who "discuss" about a topic

44. Prof Jyostna Jain
Types of conference
Symposiums: they are casual gatherings and the cost incurred in conducting them includes refreshments and
entertainment
Seminars: Formal presentation by one or more experts in which the attendees are encouraged to discuss the
subject matter
Workshops: Training class or seminar in which the participants work individually and/or in groups to solve
actual work related tasks to gain hands-on experience
Round-table conference: Seating or discussion arrangement in which (usually) all participants are
considered peers
Public conference: these conference may be educational or an open platform for meeting of likeminded
people or a strategy for promotion of a product
Public conference cum exhibitions: these conferences will exhibit new products making it possible for
interested businessmen to meet all suppliers at one place

45. Prof Jyostna Jain
Private conference : they are often held when large companies need to get all their employees,or certain
sections,together to either celebrate a success or start a new initiative.
Virtual conference : use of internet enabling the conduct of audio and video conference to save travel cost and time
Professional conference: these conferences are meant to enable us tolearn from others in profession.they help
provide expertise in relevant fields and target professional development
Trade conference: these takes place ona larger scale.besides businessmen,there are members of the public who come
to network with vendors and made new connections
Unconferences: all attendees are equally knowledgeable about the topic and the discussion follows an open mode.

46. Prof Jyostna Jain
Advantages of conferences
Encourages
exchange of
ideas and
opinions
Contribute in
arriving at
decision
Brings
together all
the parties
concerned
Broadens the
horizon of
delegates
regarding the
needs of
organisation

47. Prof Jyostna Jain
Disadvantages of Conferences
Participants may not take it seriously
Convener may not be competent
May be dominated by few vocal delegates
Sometimes the resolutions passed may be vague
Subordinates may feel that the management is incapable of arriving at decision

48. Prof Jyostna Jain
Methods of conducting Conferences
Teleconference
A teleconference is a telephone meeting among two or more participants involving technology more
sophisticated than a simple two-way phone connection.
 At its simplest, a teleconference can be an audio conference with one or both ends of the conference sharing
a speaker phone.
With considerably more equipment and special arrangements, a teleconference can be a conference, called a
videoconference, in which the participants can see still or motion video images of each other.
 Because of the high bandwidth of video and the opportunity for larger and multiple display screens, a
videoconference requires special telecommunication arrangements and a special room at each end.

49. Prof Jyostna Jain
Video conferencing
A video conference is a live, visual connection between two or more people residing in separate locations for the
purpose of communication.
 At its simplest, video conferencing provides transmission of static images and text between two locations.
 At its most sophisticated, it provides transmission of full-motion video images and high-quality audio between
multiple locations.

50. Prof Jyostna Jain
Public relations
Public relations (PR) is the way organisations, companies and individuals communicate with the public and
media.
A PR specialist communicates with the target audience directly or indirectly through media with an aim to
create and maintain a positive image and create a strong relationship with the audience.
 Examples include press releases, newsletters, public appearances, etc. as well as utilisation of the world
wide web.

51. Prof Jyostna Jain
Objectives of Public Relation
 Creating awareness about the company, its goals, products and services where this counts.
. Sustaining the awareness as an ongoing process, keeping in mind what the competitors are doing, and knowing
that public memory is short.
Striving to be accepted by the various publics. Special efforts are required to be accepted by employees. A
foreign company has its own requirements for being accepted on this soil.
 Creating a bond of trust. In times of rumors, misinformation, etc., a company has to establish the truth. In
normal times, too, a company has to promote its reliability.
 Getting cooperation from various quarters. A company has many publics on whom it has to depend.
Government organizations, providers of various services etc. have to be wooed in such a way that they willingly
help the company.
 Earning recognition. It is not enough to perform feats but it is necessary to get these noticed and talked about.
Through winning awards, certifications etc. and getting these read and seen, a company gets recognition. Having
so-and-so as a client or collaborator may itself be a recognition. This has to be publicized.

52. Prof Jyostna Jain
Functions of public relations
Community Relations: , one of the major functions of public relations is to bridge the business/community
gap. When organizations support activities and programs that improve quality of life in their communities
their image and reputation will be enhanced.
Employee Relations.:The functions of public relations in regards to the company’s employees is the
maintenance of employee goodwill. The image and reputation of a company among its employees is also
another responsibility of public relations in its function of employee relations.
Product Public Relations. Sometimes there are changes instituted in existing products and public relations
has to focus the attention of consumers on the product. If a product needs to be positioned in the market a
properly executed public relations campaign, much like an effective viral marketing campaign, it can
overcome buyer inaction and remove negative perceptions on the part of the public
Financial Relations. Financial analysts and potential investors have to be informed about the company’s
finances. A well planned and executed financial relations campaign can increase the value of the company’s
stock because of improved image and reputation

53. Prof Jyostna Jain
Political and Government Relations: Public relations in politics may have to stage debates and seminars for
government officials.So one of the functions of public relations can actually be to not only change the way your
community works, but your state, and even your nation.
Crisis Communications.: Natural disasters, management wrongdoings, bankruptcies and product failures are crises
which public relations must play a large part.We all want justice, and the truth to come out. That is why it is nice to
know that one of the functions of public relations - crisis communication - makes this happen.

54. External measures of PR
Image building
Communicatio
n for PR
Open house
Exhibition and
trade fairs
Seminars and
conference
Mass Media
Press
Data collection
Questionnaire
Opinion polls
Propaganda
Attending
customer
complaints
Press release
and newsletter